Robert C. Byrd Health Sciences Center
OF West Virginia UNIVERSITY
********************************************************
HEALTH SCIENCES & TECHNOLOGY ACADEMY
MINUTES
April20th, 2015
JOINT GOVERNING BOARD MEETING
OPENING
The ONE HUNDRED FIFTY-EIGHTHmeeting of the HSTA Joint Governing Board was held Monday, April 20th, 2015 at the Amory Conference Center,Summersville, WV. HSTA LGB and Recruitment and Retention Chair Kay Carpenter opened themeeting at12:49PM. A list of all persons present at this meeting entitled “HSTA joint Governing Board Roll CallApril 20th, 2015” is attached as the last pages of these minutes. A summary of all voting members present for this meeting is as follows:
Joint Governing Board Community Members Seated April 20th, 2015 06
Joint Governing Board Ex-Officio Members Seated April 20th, 2015 01
J.G.B. Voting Members Required For Quorum (51%of Community Representatives) 11
Joint Governing Board Community Members/Alternates/Proxies Present: 24
Joint Governing Board Ex-Officio Members/Alternates/Proxies Present: 25
Total number people present 34
INVOCATION
In lieu of an invocation address, a momentof silence for personal prayer was observed.
REVIEW OF MINUTES
Minutes were reviewed and stand as read
INTRODUCTIONS
Mon/Marion LGB Member and former HSTA Curriculum Coordinator – Jenny Bardwell
READING OF CORRESPONDENCE:
None
Announcements
2015/2016 State Funding – Dr. Ann Chester
State funding for fiscal year 2015/2016 - $1.674 – down $25,000 from last year
Other departments cut much more
HSTA is very lucky to have a small cut
Thanks to everyone for their hard work and a successful HSTA Capitol Day
Reminder - Policy and Procedures Review – Dr. Ann Chester
Draft with changes sent out to all FSC and JGB members
Dr. Chester asked that FSC send the document to all their LGB members
Send any comments/changes to Dr. Chester before May 18 JGB Meeting
Northern Symposium Location – Sara Hanks
The Northern Symposium will be held at the WVU Health Sciences Center
Details are being ironed out
Darlene Stradwick Request –
Darlene’s son Zack is having surgery in St. Louis
He will be hospitalized for 2 weeks
Insurance has not approved the surgery yet
Darlene has a “Go Fund Me” site up for donations –
OLD BUSINESS
Alumni Event – Kas Kasten and Summer Kuhn
The HSTA Alumni Event was Saturday, April 18
HSTA alumni who would like to start an alumni association met at the University of Charleston
Approximately 70 in attendance included alumni, family, FSC and staff attended – 34 Alumni – good turnout
Several unable to attend are interested in an alumni association
All present were encouraged to fill out the maintenance waiver form
Hope to expand
Would like to see alumni working with clubs as mentors and encourage stem careers
Beautiful venue and day
WVU School of Journalism students did a good job setting up the event
Largest group of alumni were from 3 to 5 years out of HSTA
Kanawha LGB Update – Dr. Ann Chester
Kanawha Board Reconstitution meeting was a success
Meeting was announced on the Public Meeting Page
Kanawha FSC Sara Price-Fortney has a meeting set up for May 5
13 people applied to the board
Interested applicants who pass the background check will be elected to the board
HSTA Waivers – Kas Kasten
Kas passed out a list of 2015 HSTA graduates eligible for the waiver (see list)
Kas Kasten made a motion to approve all waiver applicants pending completion of the HSTA Program successfully. Students whose GPA is below a 3.0 have maintained a 3.0 for all but one semester, which explains the lower over-all number.
Tresa Mitchell 2nd the motion
Motion Carried
NEW BUSINESS
May 18 JGB Meeting Location – Vote was taken, 14 for Summersville, 2 for Flatwoods
May 18 meeting at Summersville if available, if not, meet at Flatwoods
Katherine Dye will check on availability following this meeting
Vote for permanent Location – 12 for Summersville, 5 for Flatwoods, 2 for a combination of both
Meetings will be held in Summersville when available
REPORTS
Field Site Coordinator Meeting – Kelli Templeton
All FSC attended
Discussed a program offered during summer at Osteopathic School of Medicine
Discussed Years of Service awards and what might be given
Talked about adding a cover letter to student applications
Make sure they know what they are signing
Ensure they understand information is confidential
8 of 14 Regions are experiencing trouble with the on-line page to apply
Symposia
Science Symposia Community Evaluations will take place at the 1stclub meeting following Symposia
All FSC are to make nametags for themselves and their students/guests
FSC are to have registration sheets filled out to hand in with the exception of local students registering at the event
FSC are to ensure students who leave early know to sign out at the proper location or they will not receive credit
Osteopathic School of Medicine
They are actively recruiting HSTA students
Do not offer the waiver
Do not offer housing
HSTA students currently enrolled are not able to use their waiver
The camp they are offering will not interfere with HSTA Summer Program
The school is using HSTA student enrollment to get grants without letting HSTA students use their waivers
End of Report
FINANCE and PERSONNEL– Bill Childers
Finance
Committee reviewed the 15/16 budget
Travel Changes
No travel Authorization needed now
Tax will be included when reimbursed for expenses paid for out of pocket
Enterprise vehicle rental is no longer required by WVU
State employees will receive the regular reimbursement rate
Finance Committee discussed continuing the capped Enterprise rate due to the impact on the HSTA budget
A motion from Finance Committee to keep the capped rate for mileage reimbursement
No 2nd needed
Motion Carried
APLU Conference in New Orleans - Technology Institute
Showcase an extension concept
CRAs using scientists with communities for research
Cathy Morton and Merge McMillion request funding
$2,711.35 – Travel Expenses
Motion from Finance Committee to fund travel expenses for the conference
No 2nd needed
Motion Carried
ICOOK
Five HSTA Teachers currently involved in the ICOOK project
Two teachers are invited to attend a conference in Maine
Partnership is going well
Cost of attendance is $1,600.00
Motion from Finance Committee to fund travel expenses for 2 HSTA teachers to attend ICOOK Conference In Maine
No 2nd needed
Motion Carried
End of Finance Report
Personnel
Kanawha Local Governing Board Committee Member Search
Reconstitution meeting in Charleston went well
Several interested people attended
13 applied and were accepted to be Kanawha LGB members
Background checks are in progress
Motion from Personnel to accept the 13 who applied pending outcome of background checks
No 2nd needed
Motion Carried
Employee Performance Reviews
Committee discussed a 360 perspective for performance reviews
Have everyone review performance of employees
Make the evaluations work for HSTA
End of Personnel Report
RECRUITMENT AND RETENTION – Kay Carpenter
Kanawha Graduates
Committee approved HSTA graduate waivers
New Kanawha Recruits
Looked at 20 new student applicants (task not completed)
Dismissal of Students
Discussed and dismissed Kanawha students not meeting necessary program criteria
Kanawha Budget
Katherine advised on the Kanawha regional budget
HSTA Teachers’ Children
Discussion about allowing HSTA teacher’s children into HSTA clubs as a teacher recruiting tool
Student Application
Committee is looking for feedback from FSC on Income Verification on Student Applications
HSTA Newsletter
Working on a May 1 deadline for newsletter
End of Report
CURRICULUM – ElaineBaker
WV students attending out of state schools
Dr. Rhodes feels this will occur more often due to close border states
Nonie Roberts thinks student contracts need to be reviewed for what students put down as their projected field of study
Symposia Student Attendance Excuses
Committee will work on clear cut guidelines for LGB approvals
66 requests not to attend came this year
Decision made if one person on a team is excused, the rest must attend and present
If only one person on a team is present, that one person must present
Protected time in May; communication will be sent out 3 weeks in May need to be held for Science Symposia; Symposia dates will be announced
Also look closely at who want excuse and for back up to prove why they want to miss
In some regions no one asked to be excused while other regions have whole clubs asking
End of Report
LEGISLATIVE UPDATE – Cathy Morton-McSwain
HSTA is very lucky to receive a small cut
A “Thank You” campaign for legislators needs to be done
Local boards, FSC, students, teachers all need to send thank you letters
Students will be schooled at each Symposium on thank you notes and will complete them to send out
“HSTA” “Changing Lives, Changing Futures”
End of Report
ITEMS FROM THE FLOOR
Tresa Mitchell asked about vacation freeze for Summer Institute – June 19 is the last date to take vacation prior to Summer Institute till completion at all Institutions
Date and Place of next JGB Meeting-
MONDAY, May 18th 2015- FACE to FACE
Days Inn Conference Center, Flatwoods, WV
(Summersville facility is not available)
Adjournment
Kay Carpenter adjourned the meeting at 2:20pm
Minutes taken and transcribed by:Nelda Watson
1
JGB Minutes April 20, 2015